[IMP] Expenses: Updating reinvoice expenses

Author: larm-odoo

content/applications/finance/expenses/reinvoice_expenses.rst

@@ -1,18 +1,18 @@
-===================
-Re-invoice expenses
-===================
+==================
+Reinvoice expenses
+==================
 
 If expenses are tracked on customer projects, they can be automatically charged back to the
-customer. This is done by :ref:`creating an expense <expenses/reinvoice-create>`, referencing the
-sales order the expense is added to, and then :ref:`creating an expense report
-<expenses/reinvoice-report>`.
+customer. This is done by :ref:`logging an expense <expenses/reinvoice-create>`, referencing the
+corresponding sales order, and then :ref:`creating an expense report
+<expenses/reinvoice-expense-report>`.
 
-Next, managers :ref:`approve the expense report <expenses/reinvoice-approve>`, before the accounting
-department :ref:`posts the journal entries <expenses/reinvoice-approve>`.
+Next, managers :ref:`approve the expense report <expenses/reinvoice-approve>`, then the accounting
+department :ref:`post the journal entries <expenses/reinvoice-approve>`.
 
 Finally, once the expense report is posted to a journal, the expenses appears on the specified
-:abbr:`SO (Sales Order)`. The :abbr:`SO (Sales Order)` is then :ref:`invoiced <expenses/reinvoice>`,
-thus charging the customer for the expenses.
+:abbr:`SO (Sales Order)`. When the :abbr:`SO (Sales Order)` is :ref:`invoiced <expenses/reinvoice>`,
+the customer is charged for the expenses.
 
 .. important::
    Approving expenses, posting expenses to accounting, and reinvoicing expenses on :abbr:`SOs (Sales
@@ -26,50 +26,56 @@ thus charging the customer for the expenses.
 
    - :doc:`Log expenses <../expenses/log_expenses>`
    - :doc:`Expense reports <../expenses/expense_reports>`
-   - :doc:`Approving expenses <../expenses/approve_expenses>`
-   - :doc:`Posting expenses in accounting <../expenses/post_expenses>`
+   - :doc:`Approve expenses <../expenses/approve_expenses>`
+   - :doc:`Post expenses <../expenses/post_expenses>`
 
 Setup
 =====
 
 First, specify the invoicing policy for each expense category. Navigate to :menuselection:`Expenses
 app --> Configuration --> Expense Categories`. Click on an expense category to view the expense
 category form. Under the :guilabel:`INVOICING` section, click the radio button next to the desired
-selection for :guilabel:`Re-Invoice Expenses`:
+selection for :guilabel:`Re-Invoice costs`:
 
-- :guilabel:`No`: The expense category cannot be re-invoiced.
-- :guilabel:`At cost`: The expense category invoices expenses at the cost set on the expense
-  category form.
-- :guilabel:`Sales price`: The expense category invoices at the sales price set on the expense form.
+- :guilabel:`No`: The expense category **cannot** be re-invoiced.
+- :guilabel:`At cost`: The expense category invoices expenses at the :guilabel:`Cost` set on the
+  expense category form.
+- :guilabel:`Sales price`: The expense category invoices at the :guilabel:`Sales Price` set on the
+  expense form.
 
 .. _expenses/reinvoice-create:
 
-Create an expense
-=================
+Log an expense
+==============
 
 First, when :doc:`creating a new expense <../expenses/log_expenses>`, the correct information needs
-to be entered to re-invoice the expense to a customer. Using the drop-down menu, select the
-:abbr:`SO (Sales Order)` to add the expense to in the :guilabel:`Customer to Reinvoice` field.
+to be entered to reinvoice the expense to a customer. Using the drop-down menu, select the :abbr:`SO
+(Sales Order)` to add the expense to in the :guilabel:`Customer to Reinvoice` field.
 
-Next, select the :guilabel:`Analytic Distribution` the expense is posted to. Multiple accounts can
-be selected, if desired.
+Next, select the :guilabel:`Analytic Distribution` the expense is posted to. The options available
+are pulled from the **Projects** app.
 
-To add another :guilabel:`Analytic Distribution`, click on the line to reveal the
-:guilabel:`Analytic` pop-over window. Click :guilabel:`Add a line`, then select the desired
-:guilabel:`Analytic Distribution` from the drop-down field. If selecting more than one
-:guilabel:`Analytic Distribution`, the :guilabel:`Percentage` fields **must** be modified. By
-default, both fields are populated with `100%`. Adjust the percentages for all the fields, so the
-total of all selected accounts equals `100%`.
+Multiple projects can be selected, if desired. To add another :guilabel:`Analytic Distribution`,
+click on the line to reveal the :guilabel:`Analytic` pop-over window. Click :guilabel:`Add a line`
+then select the desired :guilabel:`Analytic Distribution` from the drop-down menu.
+
+.. image:: reinvoice_expenses/reinvoice-expense-form.png
+   :alt: An expense entry to reinvoice a project to the customer, for the gallery seating project.
+
+.. important::
+   If selecting more than one :guilabel:`Analytic Distribution`, the :guilabel:`Percentage` fields
+   **must** be modified. Both fields are populated with `100%`, by default. Adjust the percentages
+   for all the fields, so the total of all selected accounts equals `100%`.
 
 .. example::
-   A painting company agrees to paint an office building that houses two different companies. During
-   the estimate, a meeting is held at the office location to discuss the project.
+   A furniture company is building seating for two different locations for one client. The client
+   agrees to pay for all travel expenses for site visits related to these two projects. The
+   furniture company plans one trip to visit *both* locations.
 
-   Both companies agree to pay for the travel expenses for the painting company employees. When
-   creating the expenses for the mileage and hotels, **both companies** are listed in the
+   When creating the expenses for travel expenses, **both projects** are listed in the
    :guilabel:`Analytic Distribution` line, for 50% each.
 
-.. _expenses/reinvoice-report:
+.. _expenses/reinvoice-expense-report:
 
 Create an expense report
 ========================
@@ -81,10 +87,6 @@ Once the expense report is submitted, a :icon:`fa-money` :guilabel:`Sales Orders
 appears at the top-center of both the expense report, and each individual expense record being
 reinvoiced.
 
-.. image:: reinvoice_expenses/reinvoice-expense.png
-   :align: center
-   :alt: Ensure the customer to be invoiced is called out on the expense.
-
 .. important::
    Selecting the proper :abbr:`SO (Sales Order)` in the :guilabel:`Customer to Reinvoice` field is
    **critical**, since this is how expenses are automatically invoiced after an expense report is
@@ -94,21 +96,20 @@ reinvoiced.
    **approved**. After an expense report is approved, the :guilabel:`Customer to Reinvoice` field is
    no longer able to be modified.
 
+.. image:: reinvoice_expenses/reinvoice-approved.png
+   :alt: An expense report with a sales order smart button for reinvoicing.
+
 .. _expenses/reinvoice-approve:
 
 Approve and post expenses
 =========================
 
 Before :doc:`approving an expense report <../expenses/approve_expenses>`, ensure the
-:guilabel:`Analytic Distribution` section is populated for every expense line.
+:guilabel:`Analytic Distribution` section is populated for every relevant expense line.
 
 If an :guilabel:`Analytic Distribution` entry is missing, assign the correct accounts from the
 drop-down menu, then click :guilabel:`Approve`.
 
-.. image:: reinvoice_expenses/analytic-dist.png
-   :align: center
-   :alt: The expense report with all the Analytic Distribution lines populated.
-
 .. note::
    The :guilabel:`Approve` button **only** appears after an expense report has been :ref:`submitted
    <expenses/submit>`.
@@ -128,9 +129,9 @@ Invoice expenses
 After the expense report has been approved, and the journal entries have been posted, the :abbr:`SO
 (Sales Order)` is updated, and the customer can be invoiced.
 
-Select the expense report, and click the :icon:`fa-money` :guilabel:`Sales Orders` smart button to
-open the :abbr:`SO (Sales Order)`. The expenses to be re-invoiced now appear on the :abbr:`SO (Sales
-Order)`.
+Navigate to the expense report, and click the :icon:`fa-money` :guilabel:`Sales Orders` smart button
+to open the :abbr:`SO (Sales Order)`. The expenses to be reinvoiced now appear on the :abbr:`SO
+(Sales Order)`.
 
 .. note::
    More than one :abbr:`SO (Sales Order)` can be referenced on an expense report. If more than one
@@ -140,12 +141,14 @@ Order)`.
 
 The expenses are listed in the :abbr:`SO (Sales Order)` :guilabel:`Order Lines` tab.
 
-.. image:: reinvoice_expenses/so-details.png
-   :align: center
-   :alt: See the expenses listed on the sales order after clicking into it.
-
 Next, click :guilabel:`Create Invoice`, and a :guilabel:`Create invoices` pop-up window appears.
 Select if the invoice is a :guilabel:`Regular invoice`, a :guilabel:`Down payment (percentage)`, or
-a :guilabel:`Down payment (fixed amount)`. Then, click :guilabel:`Create Draft Invoice`. Doing so
-creates a draft invoice for the customer. Click :guilabel:`Confirm` to confirm the invoice, and the
-customer is invoiced for the expenses.
+a :guilabel:`Down payment (fixed amount)`. Then, click :guilabel:`Create Draft`. Doing so creates a
+draft invoice for the customer. Click :guilabel:`Confirm` to confirm the invoice, and the customer
+is invoiced for the expenses.
+
+.. image:: reinvoice_expenses/reinvoiced.png
+   :alt: See the expenses listed on the sales order after clicking into it.
+
+.. seealso::
+   :doc:`../../sales/sales/invoicing`